Item 10CCity of Southlake, Texas
MEMORANDUM
August 5, 2005
TO: Shana Yelverton, City Manager
FROM: Malcolm Jackson, Director of Community Services
SUBJECT: Request for funding for Liberty Garden Phase II to include SPDC Matching
Funds, other funding sources and budget amendments
Action Requested: City Council consideration of request for funding to include SPDC Matching
Funds in the amount of $15,000 and additional funding in the amount of
$110,070 from SPDC funds for construction of Phase II of the Liberty Garden
and the related budget amendments.
Background
Information: Phase I of the Liberty Garden was completed in the fall of 2003 under
direction of the Liberty Garden Committee in cooperation with City staff The
project included a pavilion, waterscape features, walkways, native and
adaptable landscaping, irrigation, sculptures, benches, tables, arbor, and
decorative lighting. The project was accomplished under budget as a result of
volunteer efforts and the large number of donations received. In addition, there
were in -kind contributions by some of the contractors and commercial entities
that provided materials and services. Phase I continues to be well maintained
by the Liberty Garden Committee, is enjoyed by numerous visitors, and it has
proven to be an asset to Bicentennial Park.
During the last year, the Liberty Garden Committee developed the design and
cost estimates for phase II of the project. The proposed project would feature a
labyrinth formed from hedgerows and footpaths, with a kid friendly fountain
and benches as the central feature. Phase II would complete the Liberty Garden
project and provide a complimentary, aesthetic feature near the entrance to the
City's most utilized park.
This proposed construction requires no building permit or site plan since there
are no structures involved. Staff has reviewed the plans for the labyrinth area
and finds them to be consistent with the general concept previously discussed
by the Committee.
During the development of the first phase of the Liberty Garden, staff worked
closely with the Liberty Garden Committee on the design and construction, but
the Liberty Garden Committee served as the primary project manager
overseeing the actual field development. If approved, staff will again work
with the Committee during construction in much the same manner.
Phase II cost estimates include:
Shana Yelverton, City Manager
August 5, 2005
Page 2 of 9
• Fountain
$75,000
• Concrete
$30,000
• Irrigation
$ 3,000
• Plant Material
$ 6,000
• Lighting
$10,000
• Benches (4 @ $500)
$ 2,000
• Arbors (2 @ $1,500)
$ 3,000
• Tables (4 @ $600)
$ 2,400
• Bridge (10')
$ 1,400
• Trash Receptacles (2 @ $300)
$ 600
• 5% Construction Contingency
$ 6,670
Total Project Cost $140,070
It should be noted that these costs do not include in -kind contributions.
During the initial presentation, there were several questions regarding the
application of the CIP project ranking and budget allocation process as well as
the timing on the presentation of the request. This project was not included as
part of the FY2005 -06 upcoming SPDC budget because Liberty Garden was
continuing to refine the project. Additionally, staff has received no other
requests against which this project would compete for funds, nor is any other
approved CIP project, nor proposed CIP project, being set aside in favor of this
project.
This project is also unique in several ways: (1) Liberty Garden project is a
dynamic and on -going project that originated as a fountain and garden and
subsequently incorporated a gazebo, and there has been discussions and plans
regarding future additions to the garden as resources were available; (2) This
project is a joint project with the Liberty Garden Committee, private
contractors /citizens volunteer time and efforts, and the City. Further, it
involves the on -going commitment of volunteer time in the care and
development of the garden; (3) This project incorporates some elements that
will be expected to last for many years, but it also incorporates substantial
quantities of living plant material that lasts for a limited time period. (4) This
project is neither an exclusively joint use funds project nor a city funded
project, but instead is a combination. It consists of partial joint -funds and
partial city funds, but it is also possible because of in -kind contributions of
materials and labor by commercial and community volunteers.
Financial
Considerations: The Liberty Garden has identified $140,070 as the total project budget. They
have raised $15,000 in cash donations and are seeking the remaining $125,070
from SPDC funding sources.
Shana Yelverton, City Manager
August 5, 2005
Page 3 of 9
The Liberty Garden Committee requests $15,000 in SPDC matching funds (see
attached) to address a portion of the project budget. The City originally
budgeted $100,000 in SPDC Matching Funds for FY 2004 -05. The current
Matching Fund commitments approved by SPDC and City Council include
$12,500 for the dog park and $90,000 for the SGSA playground. During the
presentation for the SGSA playground SPDC and City Council approved for
the necessary transfer of the additional $2,500 into the matching funds
program to allow for a revised budget of $102,500 in FY 2004 -05 matching
funds.
The Liberty Garden Committee also seeks $110,070 to complete the funding
required for construction. Staff reviewed with the Finance Director available
funding sources and identified that sales tax receipts in the SPDC fund are
anticipated to exceed budget projections by approximately $300,000.
Utilization of this funding source would require a transfer from the SPDC
Operating Fund to the SPDC CIP Fund or funding it directly from the
Operating Fund. Finance also confirmed $139,557 in residual funds currently
available in the CIP Fund.
The Liberty Garden Committee has also indicated they will continue to seek
donations, sponsorships, and discounts throughout the construction process in
an effort to reduce the cost to the City in the same manner as conducted during
the construction of Phase I.
Approval of the request for Phase II of the Liberty Garden $15,000 matching
funds portions of this project would require amending the budget(s) to include
the additional $15,000 in the matching funds budget. A similar budget
amendment would be necessary to allocate the remaining $110,070 funding
request.
The funding is available to support the budget amendments from three areas:
(1) there remains $10,423 originally awarded to Liberty Garden Phase I that
can be reallocated to the FY 2004 -05 budget; (2) staff has worked with finance
and identified $139,557 available in residual CIP project funds from interest
earnings and allocations that were unused on previous projects and; (3)
approximately $300,000 in unanticipated revenues for FY 2004 -05 as a result
of increased sales tax collections that is available for transfer from SPDC
operating funds to the CIP fund. Additionally, the Board has the option of
funding the entire project or any portion of the project directly from the
operation budget.
Financial Impact: The Liberty Garden Committee has pledged to continue working with
volunteer groups such as the Southlake Perennial Garden Society, Soils Alive,
Shana Yelverton, City Manager
August 5, 2005
Page 4 of 9
and Master Gardeners to provide general maintenance of the plant material and
beds to include weeding, pruning, occasional plant replacement, and mulching.
The City retains responsibility for daily trash removal, irrigation maintenance,
and general site repairs as needed. Staff time for Liberty Garden Phase II
maintenance is estimated at 120 hours per year. Fountain maintenance is
estimated not to exceed $1,200 per year based on quarterly service. There are
no water costs as the City utilizes a well for irrigation and proposed fountain.
In addition, the City, through Keep Southlake Beautiful's community services
agreement, has set aside up to $1,000 annually toward plant material and
upkeep in the Liberty Garden.
Citizen Input/
Board Review: The Parks and Recreation Board considered this item at their July 11, 2005
meeting and recommended approval (5 -0 -1) with a motion recommending to
utilize remaining matching funds awarded for Liberty Garden Phase I
($10,423), as well as FY 2004 -05 matching funds not to exceed $15,000, and
additional funding not to exceed $110,070.
SDPD will consider this item at a special meeting August 8, 2005.
A Liberty Garden representative will be available to provide a brief
presentation.
Legal Review: Not Applicable.
Alternatives: City Council discussion and consideration may result in various project
alternatives.
Supporting
Documents: Supporting Documents include:
• SPDC Matching Funds Request Form
• Liberty Garden Phase II Plan View
• Fountain pricing information
• Sample fountain photo
Staff
Recommendation: City Council amendment of the SPDC operating and CIP budgets to include
SPDC Matching Funds in the amount of $15,000 and additional funding in the
amount of $110,070 from residual SPDC CIP funds or from the SPDC
operating funds for construction of Phase II of the Liberty Garden and the
applicable budget amendments.
Shana Yelverton, City Manager
August 5, 2005
Page 5 of 9
City of Southlake, Texas
SPDC PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Liberty Garden Phase H — Labyrinth
Contact Person: Wendi Carluc
Mailing Address: 2000 N. Peyto
City: Southlake State
Night Phone: 817 -488 -5640
Additional Contact Person:
PROJECT DESCRIPTION:
Day Phone:
The proposed Liberty Garden Phase H includes a labyrinth formed from hedgerows and footpaths, with a
fountain and benches as the central feature. Project materials include fountain, concrete, irrigation, plant
material, decorative lighting, benches, arbors, tables, and bridge. Proposed Phase Hof the project would
complete the Liberty Garden, providing an aesthetically pleasing entrance to Bicentennial Park and a
place for visitors to relax, enjoy the scenery, and remember those who lost their lives on 9111.
ville
TX ZIP: 76092 Day Phone: 817 -488 -5640
Fax Number:
Proposed Start Date: August 8, 2005 Projected Completion Date: October 31, 2005
Projected Cost: $140,070 Amount of Funds Requested: 5151000
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Shana Yelverton, City Manager
August 5, 2005
Page 7 of 9
■
Pump Services, Inc.
1425 Whitlock Lane. Suite 108
Carrollton. Texas 75006
Corporate: 972-446-0037
Toll Free: 877 401 4774
Fax: 972-446 0313
greeriscapepump.com
War Features • Float N- Products m • Pu" Systems
May 25, 2005
Ms. Wendy Carlucci - Park Board
City of Southlake
400 N. White Chapel
Southlake, Tx
Re: Bicentennial Park - Liberty Garden
Project # P5272
Design / Build Architectural Recirculation Fountain Equipment and Installation
Pricing. Additional Pricing for Interactive Component and Controls.
We are pleased to provide the following budget figures for the fountain equipment, plumbing and
electrical installation for the proposed water feature for the Liberty Garden project. The design concept is
to have one center Cascade jet to five feet in height and six evenly spaced Clearstream jets on the perimeter
of the feature that will arch inward toward the center approximately five feet and to three feet high. A
submersible light will be at the base of each nozzle for nighttime illumination.
Equipment would include pump, filtration equipment, pump motor and lighting controls, valves, pipe &
fittings, insulated fiberglass equipment skid cover, all necessary bronze or stainless steel basin 1 wall
penetrations, center cascade nozzle with lighting, in -slab nozzle cans with lighting, adjustment valves, and
safety grates. Our pricing will include the pump and control equipment, plumbing and electrical for the
feature only installations. Pricing is based on using filtration and water treatment. Non use of filtration
and water treatment will greatly increase maintenance and water quality issues and service.
We are also providing an option for a potable water interactive component with timed controls, an in -slab
touch activation pad and installation.
Our pricing for equipment and installation on the Water Feature and Option are as follows:
• Design / Installation Drawings and Mobilization Pricing: 4,000.00
• Mechanical (Pump Equipment, Plumbing, Installation) Pricing: 23,100.00
• Electrical (Control Panel, Lighting, Conduit 1 Wire, Installation) Pricing: 13,200.00
• Filtration/ water treatment Equipment, Installation Pricing: 2,000.00
• Insulated 1 Freeze Protected Fiberglass Equipment Cover Pricing : 3,000.00
• Bronze and Stainless Steel Feature Penetrations, Nozzles Pricing: 5,000.00
• Specialized Custom Grate (powder coated) System Pricing: 7,250.00
Liberty Garden Fountain Total ------------------------------- - - - - -- $ 57,550.00
Shana Yelverton, City Manager
August 5, 2005
Page 8 of 9
Ms. Wendy Carlucci - Park Board
Page 2
Option for Interactive Component (Water Cage & Controls):
• Custom Water Cage (pour in concrete) System with Installation Pricing: 7,000.00
• Custom Touch Pad (pour in concrete) with Installation System Pricing: 4,000.00
• Mechanical (Pressure 1 Control Valve, Plumbing, Installation) Pricing: 3,200.00
• Electrical (Control Panel Components, Conduit 1 Wire, Installation) Pricing: ,10
30.00
- adder for Water Cage & Controls ------------------------ - - - - -- $ 17,300.00
Feature with Option TOTAL - - - - -- $ 74,850.Q4
additional information - GPSI maintenance rates:
$ 200.00 travel time & 1 st hour on site - $ 88.00 per hour after that 1 billed in 112 hour segments.
Note: Budget Pricing includes three owners manuals, installation drawings, Greenscape installation
guarantee, and a one year manufacturer's warranty. Pricing does NOT include electrical or potable water
installation (with approved back Flow preventer) between the site source(s) and equipment location,
sanitary sewer installation between the site source and the fountain basin 1 equipment location, fountain
concrete or hardscape construction, taxes, or bonding. We hope this information is helpful and if you
should require any additional information please give as a call.
Respectfully,
Greenscape Pump Services, Inc.
Mark Bush - Regional Account Representative
cc: file
Shana Yelverton, City Manager
August 5, 2005
Page 9 of 9
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